Appointment Dashboard
Appointments-> Appointment Dashboard
Appointment Dashboard is a working grid where appointments may be reviewed and updated. By default the Agenda view mode will appear showing appointments for the current day and into the future. Appointments may not be edited in Agenda view mode.
Appointments may be filtered (segmented) by Date, Sales consultant/User, Appointment status and Customer name/phone number. Simply complete the filter fields and click the Filter button. This is a very fast method to locate specific appointments. All future appointments from the calendar display date matching the filter will appear in the calendar, but also as a list in the Agenda view, making it simple to see all appointments. The Filter search looks 365 days into the future.
The appointments matching the filter will display within the grid in AGENDA mode. In Day, Week or Month view mode the operator may click the appointment to see the appointment's details for editing.
Each appointment has a Status. When first created all Appointments are given the Pending Status by default. The User may change the status to Confirmed if no further qualification is needed during the add step. Once a Sales Consultant/User has qualified the appointment they would locate the appointment, edit it and manually change the status to Confirmed from the appointments detail form. To gain maximum usage from the Appointment module users should properly adjust an appointment's status.
The Appointment report allows for an appointment list by status to be created providing a great tool to quickly locate and edit appointments based on status and/or appointment date.
Double click an appointment in Day, Week, Month view mode to display the appointment detail form. Each status has a distinctive color so anyone reviewing appointments in this dashboard will know the status based upon the color.
- Pending - Orange
- Confirmed - Green or the color assigned to the Appointment Type
- Completed - Blue
- Canceled - Pink
When the appointment status changes from Pending to Confirmed a confirmation email will automatically be emailed to the customer's email address found on the appointment detail page. The content of the confirmation email is created/modified on the Administration-> System Settings -> Appointment message .
Additional eMail or SMS may be manually sent anytime by bringing up the appointment in edit mode and clicking the Mail button found next to the Status field. eMail templates may be created for shopping tips, what to bring to appointment etc as a fast way to send a email via Administration-> Mail Templates
Hover the mouse/pointer over an filled appointment slot to see important appointment details concerning the appointment within a pop-up display.
Changing an appointment Status from Pending to Confirmed or Confirmed to Complete will provide the User options to move the appointment prospect to become a Customer or Bride/Groom within an Event.
Upon changing the appointment status, the system will automatically attempt to locate existing customer by matching on the email address entered on the appointment form to the email addresses entered on customer profiles.
If any are found that match, the matching customer(s) will be displayed in a customer search grid whereby the User could select the customer to link to the appointment. Not selecting a existing matching customer profile will display the following dialog popup.
Choosing any option other than "Return to Appointment Dashboard" will create a new customer profile. Once the appointment is linked to a customer profile the system will not show the Create Customer from appointment dialog popup.
The appointment form also has a Create Profile button that appears when the appointment is NOT linked to a customer profile. Clicking the Create Profile button anytime will allow the User to add and link a customer profile to the appointment.
When changes are made to appointments, the changes are logged to the Audit Trail page. If an appointment is deleted, it's also logged to the Audit Trail.
Un-Processed Appointments
Below the Calendar display exists the Un-Processed Appointments grid where pending appointments not assigned to a dressing room will appear.
Typically appointments created for the store's website iframe module or appointments created via the Walk-In function, will appear within this grid.
Store Users should periodically check the grid to process the appointments, i.e. assign them to a dressing room.
The Funnel/Antenna icon will allow for Boolean searches on that column's data and clicking on the date/time columns will automatically sort the grid in ascending or descending order.
Sorting the created date in ascending order is a great way to maintain a dressing room waiting list. The oldest appointment request would appear at the top of the list, meaning they would be next in line for a dressing room.
